S02 36C26025Q0016_1 SOLICITATION HCHV 692.pdf

PAGE 1 OF1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C26025Q0016

James Harris james.harris13@va.gov 10-31-2024

13:00 PDT

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

X

623220

$19 Million

N/A

X

Department of Veterans Affairs

WHITE CITY SORCC

8495 CRATER LAKE HIGHWAY

WHITE CITY OR 97503-3011

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

Dept of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin TX 78714-9971

See CONTINUATION Page

Contractor shall provide HCHV/CRS Case Management Services in accordance with the Performance Work Statement for the White City Southern Oregon Rehabilitation Center and Clinics

The Government intends to award a single award Indefinite Delivery Indefinite Quantity contract with a five-year period of performance.

Period of performance: 01/01/2025 thru 12/31/2029.

Offerors must submit all offers by electronic mail only to the POC listed in this solicitation.

This procurement is being competed as Unrestricted.

See CONTINUATION Page

X

X ONE

36C26025Q0016

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 IDIQ Minimum/Maximum Language

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.216-18 ORDERING (AUG 2020)

B.2 STATEMENT OF WORK (SOW)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Bldg.17, Suite B428

Vancouver WA 98661

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] MONTHLY

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 IDIQ Minimum/Maximum Language

1. The following were considered in determining the IDIQ Minimum/Maximum in accordance FAR 16.504(a)(4)(ii).

The minimum guarantee is settled at approximately 2.0% of the base ordering year estimate ($525,000.00) which equals $10,500.00.

The contract maximum ceiling is calculated to be $2,225,000.00.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVIC

ES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1.00 EA _____________

Ordering Period one 1/1/25 - 12/31/25

0002 1.00 EA _____________

Ordering Period two 1/1/26 - 12/31/26

0003 1.00 EA _____________

Ordering Period three 1/1/27 - 12/31/27

0004 1.00 EA _____________

Ordering Period four 1/1/28 - 12/31/28

0005 1.00 EA _____________

Ordering Period five 1/1/29 - 12/31/29

GRAND TOTAL _____________

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212- 5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of Clause)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

(End of Clause)

FAR Number Title Date

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE

REPORTING

AUG 2020

852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE DEC 2022

852.215-71 EVALUATION FACTOR COMMITMENTS OCT 2019

C.3 52.216-18 ORDERING (AUG 2020)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 01/01/2025 through 12/31/2030.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when—

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor’s fax number; or

(3) If sent electronically, the Government either—

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor’s email address.

(d) Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract.

(End of Clause)

B.2 STATEMENT OF WORK (SOW)

Department: SWS-Homeless Department

1. PURPOSE: This contract is for a Health Care for Homeless Veterans (HCHV) Contracted Residential Services (CRS). The contractor shall provide CRS for Veterans/Beneficiaries of VISN 20 VA Southern Oregon Rehabilitation Center and Clinics (SORCC).

2. BACKGROUND: The Veterans Integrated Service Network (VISN) 20 provides a full range of medical services, mental health services and therapeutic housing programs to Veterans in White City, Oregon. Within the VA SORCC catchment area, the Heath Care for Homeless Veterans program provides interim housing to those Veterans requiring an interim step while receiving intensive outpatient services;

addressing issues relating to their homelessness, and while waiting to access permanent housing resources. It is understood that the type of Veterans to be cared for under this contract will normally require care and services over and above the level of room and board. Specific to aging Veterans ( over age 50) it is expected that the contractor will assist with light self-care including, but not limited to, offering adult briefs, and providing daily cues for hygiene, self-care, medication, and eating. Homeless Veterans may have ongoing mental illness, depression, schizophrenia, post-traumatic stress disorder (PTSD), and/or substance dependencies. The facilities shall not be used for detoxification, medical respite, or other hospital level treatment. Veterans will receive all medical, mental health medications from the VA or fee- based providers as requested from the Veteran.

3. SERVICES TO BE PROVIDED:

A. Basic Services: The Contractor shall furnish each Veteran who has been approved as eligible by the VA and admitted for care under this contract with the following basic services:

1. Room and Board: Room and Board shall be accessible to the Veteran 7 days a week and 24 hours per day. Accommodations will include a bed and other furnishings such as a dresser, storage locker and lock or designated locked secured space, and personal linens (towels, pillows, blankets, and bed sheets, etc.). Storage space will accommodate two bags of belongings and all prescribed medical equipment. Should a Veteran abandon his/her belongings, the contractor will make three documented attempts to contact the Veteran before disposing of Veterans items.

2. Nutrition: At least three nutritious meals, 7 days a week will be provided for the Veteran. In addition, there will be availability of snacks of nourishing quality ( e.g., fruits, vegetables, protein sources, etc.), between meals and bedtime for those requiring or desiring additional food, even when it is not medically indicated. Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g., diabetic, renal, and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g., Kosher, Halal, etc.). Food shall be prepared, served, and stored under sanitary conditions. The facility shall provide storage space in an onsite refrigerator for Veterans to store and freely access personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste. To support recovery plans, Veterans may be allowed to prepare their own meals with on-site supervision.

3. Laundry: Laundry facilities and necessary detergent free of charge and adequate for residents to do their own laundry or to have laundry done at minimum one time per week. Should a Veteran have difficulty doing his or her own laundry, the facility will provide guidance. Should a Veteran refuse to wash his or her clothes, this will not be grounds for discharge but rather be addressed as a therapeutic opportunity.

B. Therapeutic and Rehabilitative Services: Each Veteran will have a Recovery Plan completed by the Contractor with input from the Veteran and the VA HCHV staff. Therapeutic and rehabilitative services will be stated in the plan of care. Services which the Contractor must be able to furnish or provide will include:

1. Milieu: The agency will cultivate a milieu of trust and safety. This includes a tolerance for relapses, regression, and personal unpredictability. As a part of the engagement strategy, Veterans will be invited to participate in the activities of everyday life, including meals, chores, recreation activities, and socializing. These activities must maintain a therapeutic significance. Such opportunities will be offered, not required nor demanded and modeled by staff. Veteran's resistance to participate in these activities will not be grounds for discharge.

2. Group activities: Structured group activities, as appropriate, shall occur two times per month -examples include group therapy, life" skills training, social skills training, financial workshops, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, and physical activities as appropriate. For the purposes of this contract "House Meetings" and VA Housing Resource Groups may not be counted as a structured group activity, these should have a therapeutic value and facilitation shall be the responsibility of the Contractor. Should a Veteran have mental health, medical, family and/or employment obligations which directly conflicts with this requirement alternate group activates will be arranged and/or the Contractor will clearly document efforts made to accommodate the Veteran. Unwillingness to participate in these groups will not be considered grounds for program discharge.

3. VA Coordination: Collaboration and coordination with HCHV program staff, as needed, will include coordination of supportive psychosocial services. Contractor staff will treat VA staff with respect and will work with assigned VA staff to resolve issues around quality of care and contract compliance with respect. Coordinated efforts must be made with the VA HCHV staff around medical, mental health, admission, and discharge needs. Contractor staff will make an active effort to establish relationships with key stakeholders, providers, and partners in VA.

4. Case Management: Interventions will be Veteran-Centered. A thorough assessment of Veteran's psychosocial needs and written Recovery Plan will be developed within 72 business hours of admission for each Veteran. Information from the assessment will be integrated into the Veterans' Recovery Plan. Recovery Plans will also include an assessment of possible crisis for the Veteran such as harm to self, verbal abuse or acts of violence or any other medical or psychiatric crisis. Staff will take proactive measures to prevent these instances, to avert crisis and keep these incidents at a minimum. Contractor will be proactive to ensure staff are trained in de-escalation techniques. Ongoing Care Plan Coordination will be expected between the Case Manager and VA HCHV staff. The Case Manager will be expected to coordinate with the VA HCHV staff to ensure Veterans' goals, as expressed in both the agency and VA HCHV staff intake, are reflected in the Recovery Plan. Every 30 Days the Case Manager, the Veteran, and the VA HCHV staff will meet to review and update recovery plans and discuss discharge date extension requests.

5. Recovery: Support for a healthy lifestyle provided in an environment conducive to social interaction and the fullest development of the resident's rehabilitative potential. Assistance to gain and to apply knowledge of the recovery process in an environment supportive of recovery models including a focus on Harm Reduction rather than strict abstinence and supportive of a Housing First approach. Pursuant to these principles, drug testing may not be used to discharge or discipline a Veteran but may be used as a clinical intervention to modify behavior or assess behavioral issues.

6. Discharge planning: Begins at admission in collaboration with VA HCHV staff. Securing permanent housing will be the primary discharge goal for every Veteran, and resources will be coordinated for discharge to a successful community placement throughout the duration of the Veteran's stay. All discharges will be handled therapeutically. Regardless of the reason for discharge, the same process will occur:

a. Veteran will be involved in the discharge planning process.

b. Veterans must also be in active search and/or apply for independent housing within the first month of admission.

c. Veteran will be provided with clear information regarding the discharge.

d. Contractor will assess Veteran for overall safety and take appropriate action if necessary.

e. If the Veteran does not have a housing plan, contractor staff will arrange for transitional or temporary housing in collaboration with Veteran and VA HCHV staff.

f. Contractor will obtain the Veteran's forwarding address and/or contact phone number and supply to VA staff prior to discharge from the program.

C. Outcomes: The contractor shall focus on the successful completion of residential programming as part of the goal of effectively ending homelessness among Veterans. This will be evidenced by minimizing the number of negative exits/discharges from the housing program. Negative exits are when Veterans are asked to leave the program for rule violations, prior to successful completion of the program.

Quality Assurance Surveillance Plan (QASP)

1. The contractor shall focus on discharging Veterans directly to permanent housing in the community with a target of 50 percent or more discharges to permanent housing.

2. A target of 30 percent or less for Veterans leaving the program with a negative discharge.

3. Bed occupancy> 75%

D. Staffing: The non-VA community-based provider must employ sufficient professional staff and other personnel to carry out the policies and procedures of the program. There will be at a minimum, an employee on duty and available, or residing at the program and available for emergencies, 24 hours a day, 7 days a week. Staff interaction with residents should convey an attitude of genuine concern and caring. Contractor shall provide service for Veteran residents as requested Sunday through Saturday including coverage on recognized Federal Holidays (see below).

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

E. Critical Incident Reporting: The Contractor shall be responsible for compliance with following VA policies and procedures regarding incident reporting. 1. Critical Incidents include the following:

(1) medication errors (2) use of seclusion; (3) use of restraint; ( 4) incidents involving injury; ( 5) communicable disease; (6) infection control; (7) aggression or violence; (8) use and unauthorized possession of weapons; (9) wandering; (10) elopement; (11) vehicular accidents; (12) biohazardous accidents; (13) unauthorized use and possession of legal or illegal substances (on premises); (14) abuse;

(15) neglect; (16) suicide and attempted suicide; (17) sexual assault; (18) overdose; (19) other sentinel events.

a. At the time of a critical incidents, the staff at the contract facility will take immediate action to ensure the safety of the Veteran(s ). If an event has the potential to place other Veterans, employees, or visitors at risk, staff at the contract facility must act immediately to contain the situation and safeguard those at risk.

b. Critical incidents shall be verbally reported by phone to the VA HCHV staff as soon as possible, no later than the following day from the time of the contract staff learning of the incident. Receipt of a voicemail will not be an acceptable substitution for the verbal notification requirement.

c. A written incident report shall be filed as soon as possible, and no later than 24 hours following the incident either by fax or encrypted email. The filing of an incident report to the VA shall not preclude the contract facility from reporting incidents appropriately to law enforcement, regulatory agencies, nor following its internal reporting procedures.

d. Incident reports will include the following: name( s) of the individuals involved, date/time of incident, description of incident, corrective action initiated (if warranted), report number and contact information of any law enforcement involvement with the incident.

F. Absences and Cancellation: The contractor shall notify the authorizing VA staff of Veteran absences from the facility. 1. Absences of the Veteran from the facility more than forty-eight (48) hours will not be reimbursable except those with the prior approval of the VA HCHV staff. Should a Veteran be referred to a residential treatment facility and not present for admission, the contractor should notify the VA facility coordinator immediately to determine next steps. If a Veteran fails to return to their contracted bed, the contractor should notify the VA HCHV staff by next business day. Payment for services for that Veteran to the contract facility would be continued for a maximum period of two days (48 hours) provided an active outreach attempt on the part of the contract facility staff to return the Veteran to the CRS program is ongoing.

a. VA reserves the right to remove any or all Veterans from the facility at any time without additional cost, when it is determined to be in the best interest of the VA or the Veteran.

b. If a Veteran is admitted to and discharged from the HCHV interim housing on the same day, payment will be made for one day.

G. Admission, Intake and Length of Stay: HCHV Program will ensure that internal admission processes and procedures allow for timely and whenever possible, same-day placement of homeless Veterans into available beds. VA HCHV staff must verity Veteran’s eligibility for program participation within one business day from admission. In the event, that a Veteran is admitted to an HCHV CRS program but subsequently found to be ineligible, the VA HCHV staff must immediately work with the Veteran to secure other placement within available VA or community programs. VA will pay for a maximum of four day from the day of admission to allow the provider and VA HCHV staff time to locate and arrange an alternative placement.

1. Same-day intake

a. Staff must be notified by 3:00 PM with a phone call followed by Columbia Risk Assessment, intake documents to include any accessibility or special needs documents.

b. Intake must be at VRC no later than 4:00 PM coordinated by VA HCHV staff. There may be up to two intakes that can occur on the same day.

c. Veterans who are under the influence of alcohol or drugs will not be admitted for intake. If a Veteran arrives under the influence, an appointment will be scheduled for intake the following day. If the Veteran arrives under the influence again, they will not be admitted and will be referred to Low Demand Services. Staff will determine “Under the influence” as evidenced by behavior.

2. Screening

a. CRS Contract staff will screen and place the Veteran in HCHV without VA HCHV screening once they have verified the Veteran's eligibility through SQUARES. VA HCHV Liaison will be alerted via email when this process is initiated to place a Veteran. This may occur when there are time constraints or other instances when not feasible to have Veteran seen by VA HCHV staff (example. Holiday).

b. VA Liaisons will complete their intake process within 72 hours of admission but will prioritize for timeliness.

c. VA Liaison will do their due diligence and refer Veterans to appropriate Programs (Low Demand) if Veterans are deemed actively using them so as not to disrupt the HCHV Program's current residents.

3. HCHV house rules regarding Sobriety and Relapse.

a. Upon admission to the program, veterans are instructed that substance use is not allowed. If a relapse occurs, the veteran should remain out of the house and contact the staff. The staff will then work with the veteran on interventions and their return to the house.

b. If a veteran returns to the house under the influence, bypassing the guidelines, they will be removed and referred to the Homeless Department and Low Demand if a bed is available.

The HCHV interim housing service will need to accommodate ten (10) Veterans for room and board. Services shall be provided as Veteran stabilizes and identifies his next steps. Length of stay will range from 30 to 90 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the contracted residential staff, and VA HCHV staff. A Veteran may be extended for additional time on a case-by-case basis depending on clinically indicated need.

H. Documentation: The Contractor shall provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, the VA staff and appropriate community resources in resolving problems and setting goals. An individual case record will be created for each referred Veteran. The contractor shall make available to the VA, documentation information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by Section 2 of Public Law 100-6; to verify quality of care for Veterans, to assure confidentiality of care for Veterans, to assure confidentiality of Veteran record information, and to determine the completeness and accuracy of financial records.

The files shall include:

a. Reasons for referral

b. All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment, progress reports or notes, and documentation of any case management interventions or patient care conferences

c. For sites who implement Medication Monitoring- Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken. Contractor must be in compliance with HCHV inspection requirements.

d. Case management notes written in a professional manner (i.e. SMART, SOAP, SNAP) will include the following: 1) A written and thorough Housing Needs Assessment, 2) Financial Plan, 3) Discharge Plan, and Individual Care Plan with attendant goals and documented activity indicating Veteran and Case Manager is actively working on identified goals.

e. Final summaries on each resident who leaves the program, to include reasons for leaving, the resident’s future plans, and follow-up locator information.

f. Extension approval if relevant

g. Waivers as appropriate

I. COMPLAINTS HANDLING: The Contracting Officer Representative (COR) shall monitor the service provided. Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the Veteran(s) to the HCHV Coordinator. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the COR within five working days after receipt by the Contractor.

J. TRANSPORTATION: The facility shall assist the Veteran with transportation to scheduled meetings and appointments including information and instructions so that they can utilize public transportation when possible.

4. ADDITIONAL CONTRACT REQUIREMENTS

A. Contractor must pass annual inspections per the HEALTH CARE FOR HOMELESS VETERANS CONTRACTED PROVIDER INSPECTION FORM (VA Form 10-10115a;

attached in Section D).

B. The contract facility must have a current occupancy permit by the authority having jurisdiction.

C. The contractor shall provide to the VA, HCHV CRS, in accordance with all terms and conditions, provisions and requirements listed herein for the sum listed in the Price/Cost Schedule. This rate is inclusive of all services as may be necessary in the services provided to the Veteran. Unless specifically excluded in this contract, the per diem rate established will include the services listed is this document and will also include all services normally provided other Veterans by the facility without extra charge.

D. If a Veteran is admitted to and discharged from the service facility on the same day, payment will be made for one day.

E. The contractor shall comply with the principles listed in 3 8 CPR 17. 707(b) to provide housing and supportive services in a manner that is free from all forms of discrimination.

F. The contractor shall comply with the VA Patient's Bill of Rights as set forth in Section-17.34a, Title 38, Code of Federal Regulations.

5.CONDUCT:

A. The following acts are not permissible by contracting facility staff providing services under this contract or while on facility premises:

1. Use of intoxicating liquors, narcotics, or controlled substances of any kind (excluding doctors' prescriptions which do not impair ability to perform contract) while on duty or reporting for duty while under the influence of liquors, narcotics, or controlled substance of any kind (excluding doctors' prescriptions which do not impair performance).

2. Gambling in any form.

3. Carrying of pistols, firearms, or concealed weapons.

4. Smoking and other uses of tobacco while on duty.

5. Resorting to physical violence to settle a dispute with a fellow employee, Veteran(s), or the general public while on duty.

6. Spitting in prohibited places or any other unsanitary, offensive, or insensitive practices or behavior.

7. Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward

Veteran(s) or other employees.

7. Engaging Veteran(s) in a verbal confrontation to settle a disagreement.

8. Soliciting or accepting tips from Veteran( s ), companions, or others at any time.

6. FACILITY REQUIREMENT

A. Facility shall be equipped with operational air conditioning/heating systems.

B. Facility shall be kept clean, free of dirt, grime, mold, or other hazardous substances and free of damage.

C. Facility shall be equipped with first aid kid, fire extinguisher fully charged non-expired, fire/carbon alarms, evacuation plan in case of emergency.

D. Facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards.

E. Lockers and/or locked spaces with locks for medication storage; refrigerator for medication storage.

F. VA SORCC will not incur any cost associated with the contractor providing inadequate or faulty equipment.

G. The contract facility must have a current occupancy permit by the authority having jurisdiction

7.POLICIES

A. It is agreed that the VA readily have access to all records concerning the Veteran's care in the facility.

It is agreed that duly authorized representatives of the VA will provide follow-up supervision visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition. It is understood that these visits do not substitute nor relieve the facility in any way of the responsibility for the daily care and treatment of the Veteran. Upon discharge or death of the Veteran, records on all VA beneficiaries will be retained by the facility for a period of at least three years following termination of care at VA expense.

B. The facility shall not accept food stamps or welfare from Veterans.

C. The facility warrants that all applicable fire laws are being complied with and there are no recommendations of fire officials, which have not been resolved.

D. Fire exit routes need to be visible/posted in each residential room and common areas.

E. The VA HCHV staff will assess Veterans for program entry and work in collaboration with contractor for acceptance and program entry dates. Veterans will be homeless and be medically vulnerable and/or fragile ( e.g., chronically mentally ill Veterans whose psychiatric disorder is manifested by chronic alcohol or other drug abuse).

F. Before referring any Veteran, the VA shall have provided the contracted agency with a signed Release of Information (ROI) from the Veteran applicant as well as that Veteran's clinical assessment, physical and laboratory studies, and confirmation of mental health and substance abuse disorders risk factors.

8. INSPECTION AND ACCEPTANCE

A. It is agreed that the Veterans Affairs (VA) will have right to inspection of the residential Interim Housing properties and all appurtenances by an authorized representative(s) designated by the VA.

B. In the cases of complexes of non-VA community health care facilities, it is imperative that all components of the program be inspected by the VA team prior to award of the contract as is required for an integrated primary site. Each of the community health care facilities identified in the complex as contact recipients will also be subject to the requirement for contracting, safety and record keeping described in other parts of this document as applying to the residential interim housing.

C. The contractor shall be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility shall be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated.

D. The VA shall monitor the contractor's program and inspect the contractor's facility to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility shall be reported in writing to the VA Contracting Officer through the Medical Center Director.